AddressOrganizational Setting
The post is located in the FAO Liaison Office with the United Nations in New York (FAOLON) that was established on 16 March 1956.
Reporting Lines
The Office Specialist will work under the supervision of the Director, FAO Liaison Office to the United Nations in New York (FAOLON), and direct supervision of the Administrative Officer.
Technical Focus
The Office Specialist performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit. The Office Specialist usually interacts with a wide variety of colleagues and visitors within the work unit and with immediate clients within the Organization, providing routine administrative and office support/receptionist services.
Tasks and responsibilities
Administrative Tasks
• Proficiently handle various tasks including processing of invoices, managing inventory, aiding in HR, and procurement related management under the guidance of the Administrative Officer.
• Maintain a filing system of administrative and financial documents.
Office workflow and welcoming of visitor’s
• Act as the front desk; support LON visitors; arrival coordination.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Act as a backup for the Office Associate and monitor LON Director's account and handle Director's agenda.
• Responsible for upkeeping the LON premises.
Data Management
• Retrieve, enter, select and analyze data from a wide variety of sources, including FAO’s and LON monitoring systems and data bases; verify accuracy of data documents; make necessary calculations.
• Updating databases on LON SharePoint and updating contact lists.
Meetings management
• Assist in organizing side events by aiding in preparations such as sending emails for webcasting requests, distributing event passes, and addressing other requests.
• Assist on event set-up/coordination; liaise with UN and other vendors; support on-site during events.
• Perform other duties as requested.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in administration, management, accounting and finance or any related field to the Organization
• One year of relevant experience in office support work
• Working knowledge (Level C) of English.
• Good knowledge of the MS Office applications (Word, Excel, PowerPoint, Outlook, MS Teams), Zoom, and office technology equipment
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
